Under general supervision, to perform specialized clerical duties involving the purchase and control of supplies and/or equipment for the district; and to perform other duties as assigned.

The typical duties and employment standards are representative of positions within this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the specific position.

Receives and distributes purchasing transaction such as requisitions, contracts, bids, and other mail. Examines for completeness all requisitions from schools and departments; processes requisitions by checking funding, adding and verifying that correct budget codes are utilized, and entering data into automated purchasing system; adds or revises price and descriptive data as required, and types, logs, and distributes purchase orders from the requisitions; prepares cancellations and/or changes of purchase orders upon evaluation of advice from vendors or district personnel. Trains District staff on use of automated purchasing system; maintains system user setups and routes in automated purchasing system. Researches and provides information on product quality, construction, pricing, and availability to District users in person and by telephone; interviews vendor representatives regarding new products and/or specific requirements for the district; obtains price and availability information from vendors for standard supply items stocked in warehouse. Assists in the preparation of invitations for bids and for quotation; maintains current warehouse catalog; inputs data such as pricing and updates vendor listings for stores inventory control system. Collects inventory data from various groups within the district for reporting purposes; enters data into the district inventory system; maintains permanent inventory records. Prepares answers to routine correspondence; reconciles packing lists of items received with original purchase orders, and notifies vendors of discrepancies; receives input from faculty and staff to maintain appropriate stores warehouse inventory; attends meetings at other locations in and outside the District relating to purchasing procedures, automated purchasing system, or related areas; performs related duties as assigned.

A Purchasing Clerk performs specialized clerical duties relating to the purchase and control of supplies and equipment. A Buyer is a journey-level purchasing position characterized by difficult assignments of above average complexity requiring independent analysis and knowledge of the subject area, and researching and preparing formal and informal bid documents and specifications and handling the analysis, negotiations, and problem resolution necessary for completing such tasks. An Assistant Buyer is the entry level, with positions characterized by beginning assignments and/or very close supervision of assigned work. The Senior Buyer is the advanced level in the series responsible for overall coordination of the purchasing process for assignments that often involve the most complex and costly projects. May act on behalf of the Director in the review and interpretation of contracts. Frequently serves as a lead for lower level purchasing or clerical staff.

These are distinguished from the Director of Purchasing, who is responsible for planning, organizing, and directing the entire purchasing/warehousing/delivery function and who personally may handle the most complex purchasing or contracting transactions.

Knowledge of: Purchasing procedures relating to the purchase, receipt, and inventory of supplies and equipment; San Diego Office of Education computerized purchase system; the materials and equipment commonly used in a school plant; the forms and references relating to purchasing; the vendor market for satisfying district needs; PC word processing, spreadsheet and database software; modern office practices and procedures; correct English usage, spelling and punctuation; basic school district or governmental accounting procedures, account codes, and budget practices.

Ability to: Deal tactfully and effectively with school district personnel and representatives of manufacturing and commercial firms; make authorized decisions without supervision regarding price, quality and availability of products; research information and data needed for decision-making by district officials and resolve minor discrepancies; handle heavy workloads under stress; process transactions accurately and completely; maintain accurate files and purchasing records; understand and apply applicable procedures and regulations to various routine transaction; understand written and oral requirements and directives; communicate well orally and in writing; and learn and utilize new computer software as required.

Essential Physical Activities and Work Environment: Generally, works in an office environment, although there may be occasional travel to the school sites, warehouse, or the County Office for meetings. Needs sufficient visual acuity to read and check requisitions, regulations, and computer screens all day, sufficient hearing to comprehend ordinary personal and telephone conversations, and sufficient clarity of speech to explain procedures and products in ordinary conversation; physical ability to operate a computer. Needs sufficient mental function to review, understand, and resolve discrepancies relating to requisitions, receiving/inventory documents, purchasing procedures, and automated purchasing systems. Generally the job requires 90% sitting, 5% standing, and 5% walking.

Typical Background: Any combination equivalent to graduation from high school or the equivalent, preferably supplemented by business, computer, accounting and/or purchasing courses, and two years of clerical experience utilizing word processing, spreadsheet and database software.

Licenses and/or Certificates: Possession of a valid California Class C driver’s license, and the use of an automobile or proof of an equivalent mode of personal transportation.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

Class established pre 1978
Revised 6/96
Revised 8/02 JW. Revisions adopted by the Personnel Commission on August 29, 2002
Revised 07/24/2009-AT
Revised 09/24/2013 – AS Title
Revised 11/2019 – DB. Approved by Personnel Commission on November 14, 2019 Revised 10/2022-AL; Approved by Personnel Commission on 10/27/2022